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Email Notifications for Disclosure

Overview

This user story covers the functionality for customizable email templates for disclosure requests with branding options and dynamic content insertion, enabling staffing companies to maintain their brand identity in disclosure communications.

User Stories

Customize Email Templates for Disclosure Requests

As a staffing company administrator,
I want to customize the email templates for disclosure requests,
So that they reflect our company's communication style and branding while clearly explaining what credentials are being requested.

Acceptance Criteria: - Given I am logged in as a staffing company administrator - When I access the email template customization interface for disclosure requests - Then I should see a template editor for disclosure request emails - And I should be able to customize the email subject line - And I should be able to customize the email body content - And I should be able to insert dynamic content placeholders: - {{candidate_name}} - Candidate's full name - {{company_name}} - Staffing company name - {{requested_credentials}} - List of credential types being requested - {{disclosure_link}} - Link to provide the requested credentials - {{qr_code}} - QR code for mobile disclosure - {{expiration_date}} - When the disclosure request expires - {{verification_requirements}} - Identity verification requirements - And I should be able to apply company branding (colors, logo) - And I should be able to preview how emails will appear to recipients - And I should be able to save templates for future use

Apply Company Branding to Disclosure Emails

As a staffing company administrator,
I want to apply my company's branding to disclosure request emails,
So that candidates receive professional communications that align with our brand identity.

Acceptance Criteria: - Given I am customizing a disclosure request email template - When I access branding options - Then I should be able to: - Upload and position my company logo - Select brand colors for headers and buttons - Choose fonts that match my brand guidelines - Add a custom footer with company information - Include social media links and contact information - And the branding should be automatically applied to all disclosure request emails - And I should be able to preview the branded email - And the branding should be consistent with other platform communications - And the system should enforce image size and format requirements for logos

Include Clear Disclosure Instructions

As a staffing company administrator,
I want to include clear instructions in disclosure request emails,
So that candidates understand what is being requested and how to provide their credentials.

Acceptance Criteria: - Given I am customizing a disclosure request email template - When I add disclosure instructions - Then I should be able to include: - Clear explanation of what credential disclosure means - List of specific credential types being requested - Step-by-step instructions for providing credentials - Information about identity verification requirements - Explanation of how their data will be protected - Contact information for questions or support - And instructions should be written in plain, non-technical language - And I should be able to customize instructions based on the types of credentials requested - And instructions should include information about mobile wallet options - And the email should explain the purpose and benefits of credential disclosure

Send Disclosure Request Emails

As a staffing company user,
I want to send disclosure request emails to candidates,
So that they can be notified about credential requests and understand how to respond.

Acceptance Criteria: - Given I have created a disclosure request - When I choose to send the email notification - Then the system should use the customized email template - And the email should be sent to the candidate's email address - And dynamic content should be properly populated - And the email should include a clear call-to-action to disclose credentials - And the email should include multiple disclosure options (QR code, web link, mobile link) - And the email should include the expiration date for the request - And the system should track email delivery status - And I should receive confirmation when the email is sent

Track Email Delivery and Engagement

As a staffing company user,
I want to track the delivery status and engagement with disclosure request emails,
So that I know whether candidates have received and opened their notifications.

Acceptance Criteria: - Given I have sent disclosure request emails - When I check the email status - Then I should see delivery status for each email: - Sent - Email was successfully sent - Delivered - Email was delivered to recipient's inbox - Opened - Recipient opened the email - Clicked - Recipient clicked the disclosure link - Bounced - Email delivery failed - Spam - Email was marked as spam - And I should be able to resend emails that failed to deliver - And I should receive alerts for high bounce rates - And I should be able to export email delivery reports - And engagement metrics should help optimize email content

Handle Email Delivery Failures

As a staffing company user,
I want to be notified of email delivery failures for disclosure requests,
So that I can take alternative action to contact candidates.

Acceptance Criteria: - Given a disclosure request email delivery fails - When the system receives a bounce notification - Then I should be notified of the delivery failure - And I should see the reason for the failure (invalid email, mailbox full, etc.) - And I should be able to update the candidate's email address - And I should be able to resend the email to the corrected address - And I should be able to use alternative contact methods (SMS, phone) - And failed deliveries should be logged for reporting purposes - And I should be able to extend the disclosure request expiration if needed

Support Multiple Email Templates

As a staffing company administrator,
I want to manage multiple email templates for different types of disclosure requests,
So that I can use appropriate messaging for different situations or credential types.

Acceptance Criteria: - Given I have access to email template management - When I view my disclosure request templates - Then I should see a list of all saved templates - And I should be able to create new templates for different purposes: - Standard Employment Verification - For basic employment credential requests - Comprehensive Background Check - For multiple credential types - Urgent Disclosure Request - For time-sensitive requests - Follow-up Request - For candidates who haven't responded - And I should be able to edit existing templates - And I should be able to duplicate templates as starting points - And I should be able to set default templates for different request types - And template changes should be versioned for audit purposes

Personalize Email Content

As a staffing company user,
I want to personalize disclosure request emails for individual candidates,
So that communications feel personal and relevant to each candidate's situation.

Acceptance Criteria: - Given I am sending a disclosure request email - When I personalize the content - Then I should be able to: - Add personal notes or messages to individual candidates - Reference specific job opportunities or roles - Customize the urgency or timeline for the request - Include relevant context about why credentials are needed - Add specific instructions based on the candidate's background - And personalization should be optional and not required - And personalized content should be clearly distinguished from template content - And I should be able to save personalization notes for future reference - And personalized emails should maintain professional tone and branding

Technical Notes

Email Service Integration

  • Integration with email service provider (SendGrid, AWS SES, or similar)
  • Template storage in the database with versioning
  • Dynamic content rendering engine
  • Email delivery tracking and webhook handling
  • Integration with the EmailTemplate entity

Template Variables for Disclosure

Standard template variables that should be available: - {{candidate_name}} - Full name of the candidate - {{company_name}} - Name of the requesting company - {{requested_credentials}} - List of credential types requested - {{disclosure_link}} - Web link to provide credentials - {{qr_code}} - QR code image for mobile disclosure - {{expiration_date}} - When the disclosure request expires - {{verification_requirements}} - Identity verification level required - {{support_email}} - Contact email for support - {{company_logo}} - Company logo image - {{privacy_policy_link}} - Link to privacy policy

Email Content Requirements

  • Clear subject lines that indicate credential disclosure request
  • Professional and trustworthy tone
  • Explanation of credential disclosure process
  • Clear call-to-action buttons
  • Mobile-responsive email design
  • Compliance with anti-spam regulations

Dependencies

  • Organization onboarding and branding configuration
  • Email service integration
  • Disclosure request functionality
  • Template storage system

Priority

Medium - Important for company branding and user experience, required for second project drop